Create an Other Transaction (OT) Order

Introduction

A transaction other than a procurement contract, grant, or cooperative agreement. Since this type of transaction is defined in the negative, it could take an unlimited number of potential forms. The statutory authority authorizes the Secretary of Homeland Security to enter into transactions other than procurement contracts, grants, and cooperative agreements, in carrying out activities that:

  1. Support basic, applied, and advanced research and development that would promote homeland security;

  2. Advance the development, testing and evaluation, and deployment of critical homeland security technologies;

  3. Accelerate the prototyping and deployment of technologies that would address homeland security vulnerabilities.

"Other transactions" is the term commonly used to refer to the instruments authorized by 10 USC 2371 and employed under the authority granted above. In exercising this authority, DHS may use two major types of OTís: OTís for Research and OTís for Prototype Projects.

Instructions on Reporting an Other Transaction Award
Steps:
  1. From the Home screen, under the logo, click .

  1. Enter data in the General Information section.

  1. Award Type:  Defaults to OT Award

  2. Award Status:  Defaults to New

  3. Award ID - Mandatory Fields

  1. Referenced IDV ID - not applicable.

  2. Reason for Modification - Select the value that applies when reporting a modification.

  3. Treasury Account Symbol - The Treasury Account Symbol is an optional data element under the Office of Management and Budgetís implementation of the Federal Funding Accountability and Transparency Act (FFATA). The symbol is currently made up of three parts: the Agency Identifier (2 characters); the Main Account (4 characters); and a Sub Account (3 characters) if one exists./p>

  4. Initiative - The data element "Treasury Account System Initiative" has a drop down with 'American Recovery and Reinvestment Act' as the only value that can be selected. If this action is not 'American Recovery and Reinvestment Act' leave it as 'Select One'. Through Business Services, the users can send only 'ARRA' in the 'initiative' XML tag.


  1. Enter data in the Dates section.

  1. Date Signed - Enter the date that the transaction was signed. For a bilateral transaction, this is the later of the date signed by the Contractor or the Contracting Officer. For a unilateral transaction, this is the date signed by the Contracting Officer.

  2. Effective Date - Enter the effective date agreed to by the parties.

  3. Completion date - Enter the mutually agreed upon completion date. This date reflects the current period of performance excluding options that have not been exercised.

  4. Estimated Ultimate Completion Date - Enter the mutually agreed upon estimated ultimate contract completion date for the entire contract including all options whether they have been exercised or not.

  5. Fiscal Year(yyyy) - For DoD the entry cannot be earlier than l978. For DHS the entry cannot be earlier than 2002. For both DoD and DHS the entry cannot be later than 100 years from the Fiscal Year of the Date Signed.


  1. Enter data in the Amounts section.

  1. Action Obligation - Enter the net amount of funds (in dollars and cents) obligated or de-obligated by this transaction. If the net amount is zero, enter zero. If the net amount is a de-obligation, enter a minus sign in addition to the net amount.

  2. Base and Exercised Options Value - Enter the total value (in dollars and cents) of the base contract plus all options (if any) that have been exercised at the time of award.

  3. Base and All Options Value (Total Contract Value) - Enter the mutually agreed upon total estimated contract or order value (in dollars and cents) including the base contract and all options whether they have been exercised or not (if any).

  4. Non-Government Dollars - Identify the total dollar value of expected nongovernment contributions to the agreement. If cost-sharing is the reason for using OT authority, then this amount must represent one-third of the total dollars.


  1. Enter data in the Purchaser Information section.

  1. Contracting Office Agency ID - This corresponds to the agency that awards the contract. This will be defaulted to the agency that the contracting officer belongs to.

  2. Contracting Office ID - Contracting Office Code must be a valid contracting office code in the FPDS-NG Contracting Office/Funding Office Lookup Table for the agency. If the default code is not appropriate, enter the code for the contracting office that executed or is otherwise responsible for the transaction.

  3. Funding/Requesting Agency ID - Enter the agency that has funded the transaction. If this field is left blank the system will assume the Contracting Office Agency ID entered is also funding the action. Program/Funding Agency Code must be in the FPDS-NG Agencies/Sub-agency look-up table.

  4. Funding/Requesting Agency Office - Enter the office that is funding the action. Program/Funding Office - Code be a valid funding office code in the FPDS-NG Contracting Office/Funding Office.


  1. Enter data in the Contractor Information section.

Vendor Registered in SAM

  1. Enter the DUNS number. The vendor address CAGE Code and socio economic status will auto populate.

    1. Note: The vendor information will only auto populate if you have Java Script turned on in your browser. If your agency does not allow Java Script in your browser, when the document is saved the vendor information will update to match the DUNS Number you have entered.

  1. In the Contractor Information section, next to the Name field, click . Use the look up screen to locate a Vendor by entering the following information:

  1. After entering the vendor information click .

  1. Click on the right to load your selection.

  1. If the vendor name and address is used as the search criteria more than one vendor may display in the pick list, click on the left to make your selection.

  1. Click on the right to load your selection.

  1. If the vendor does not display, click and use other criteria like the DUNS number or the Doing Business As Name.

  1. Click .

  1. From the pick list, click on the left to make your selection.

  1. Click on the right to load your selection.


  1. Enter data in the Principal Place of Performance section.

  1. Place Of Performance Zip Code (+4) - Enter or select the appropriate U.S. Zip Code (+4) to auto populate the City, the State, the County, and the Congressional District. If the Place of Performance is a non-U.S. country, then enter or select the Country. A Postal Code value does not need to be provided for a foreign county but can be entered.


  1. Enter data in the Product or Service Information section.

  1. Product or Service Code - Pick the code that best identifies the product or service procured. If more than one code applies, then report the code that represents most of the ultimate contract value.


  1. Enter data in the Competition Info section.

  1. Extent Competed For Referenced IDV - This field is populated with the value in the Referenced IDV.

  2. Extent Competed - This value will be populated from the Referenced IDV.

  3. Solicitation Procedures - This value will be populated from the Referenced IDV.

  4. Nontraditional Government Contractor Participation - This value will be populated from the Referenced IDV.

  5. Type of Agreement - This field will always be system generated to Prototype. Prototype identifies the total dollar value of expected nongovernment contributions to the agreement.


  1. Click .